Welcome to the VCE-MG Database Training This presentation has been created to train VCE record keepers on how to use the VCE State Record keeping system

Welcome to the VCE-MG Welcome to the VCE-MG Database TrainingDatabase Training

This presentation has been created to train VCE record This presentation has been created to train VCE record keepers on how to use the VCE State Record keeping keepers on how to use the VCE State Record keeping system. This training can be done all at once or used as system. This training can be done all at once or used as a quick reference if you are having a specific problem. a quick reference if you are having a specific problem. If you are experiencing computer problems please refer If you are experiencing computer problems please refer yourself to our Computer FAQ at yourself to our Computer FAQ at

http://www.hort.vt.edu/mastergardener/Training%20Site/welcome.htmhttp://www.hort.vt.edu/mastergardener/Training%20Site/welcome.htm ..

Introduction Introduction

General Database InformationGeneral Database Information – Provides continuity through staff changes Provides continuity through staff changes

– Critical to risk management Critical to risk management

– Proves the scope and quantity of VCE-MG volunteer contributions Proves the scope and quantity of VCE-MG volunteer contributions

– Justifies expenditures on staff Justifies expenditures on staff

– Enables recognition of volunteers and teams for their accomplishments Enables recognition of volunteers and teams for their accomplishments

– The Database is designed to organize and document VCE-MG names and The Database is designed to organize and document VCE-MG names and personal information personal information

– The information can then be used to create phone lists, mailing labels, work The information can then be used to create phone lists, mailing labels, work

schedules, etcschedules, etc

IntroductionIntroduction

Track MG volunteer and training hoursTrack MG volunteer and training hours – The system can keep track of the volunteer and training hours for each individual The system can keep track of the volunteer and training hours for each individual – All the hours are linking to specific programs or projects All the hours are linking to specific programs or projects – This information helps determine where resources need to be focused. This information helps determine where resources need to be focused.

Archive project informationArchive project information – The system provides space to collect details for each project in The system provides space to collect details for each project in

order to document accomplishments and serve as a reference for order to document accomplishments and serve as a reference for future projects. future projects.

– This information can also be used for risk management if This information can also be used for risk management if needed needed

– Details on programs will be used to share information through Details on programs will be used to share information through newsletters, displays, and press releases.newsletters, displays, and press releases.

IntroductionIntroduction

Generate reportsGenerate reports – Individual reports - this type of report provides a quick total of Individual reports - this type of report provides a quick total of

volunteer hours, training hours and contacts for each VCE-MG volunteer hours, training hours and contacts for each VCE-MG – Collective VCE-MG - This type of report results in a total number of Collective VCE-MG - This type of report results in a total number of

volunteer service hours, training hours and contacts for all VCE-MGs volunteer service hours, training hours and contacts for all VCE-MGs in a unit in a unit

– Service award eligibility - This type of report indicates which VCE-Service award eligibility - This type of report indicates which VCE-MGs are eligible to receive service awards based on hours. MGs are eligible to receive service awards based on hours.

Benefits of the State Record Keeping SystemBenefits of the State Record Keeping System – Can be accessed anywhere from any computer Can be accessed anywhere from any computer – Information is accessible at state and local levels Information is accessible at state and local levels – Secure storage, the information is backed up on a daily basis Secure storage, the information is backed up on a daily basis

Getting Started Getting Started Step 1: Register with the State Master Gardener OfficeStep 1: Register with the State Master Gardener Office

– To register a new group, please contact the State Master Gardener Coordinator at 540-231-To register a new group, please contact the State Master Gardener Coordinator at 540-231-2714 or 2714 or [email protected]@vt.edu

Step 2: Open your browserStep 2: Open your browser – You may use any browser you wish, but for best results Microsoft Internet Explorer is You may use any browser you wish, but for best results Microsoft Internet Explorer is

recommended. If you do not have Internet Explorer you can download it on Microsoft’s recommended. If you do not have Internet Explorer you can download it on Microsoft’s WebsiteWebsite

Step 3: Go to the Database Login pageStep 3: Go to the Database Login page

– Type in the address: doriant.ext.vt.edu/mg/. This will take you to the front page of Type in the address: doriant.ext.vt.edu/mg/. This will take you to the front page of the VCE MG Record Keeping System. Because you will be accessing this page the VCE MG Record Keeping System. Because you will be accessing this page frequently it is recommend that you bookmark the front page for quick access. frequently it is recommend that you bookmark the front page for quick access.

Getting StartedGetting Started

Step 4: Login to the systemStep 4: Login to the system – With your mouse click on the box beside ID and you will get a cursor (a blinking With your mouse click on the box beside ID and you will get a cursor (a blinking

line). After you see the cursor you can begin to type in that box. line). After you see the cursor you can begin to type in that box.

– Type in your record keeping ID and password. This is case sensitive so pay Type in your record keeping ID and password. This is case sensitive so pay attention to what is capitalized and what is not. If you get a Login Failed message attention to what is capitalized and what is not. If you get a Login Failed message 9 times out of 10 the ID or password was simply mistyped.9 times out of 10 the ID or password was simply mistyped.


Type in your record keeping ID and password. This is case sensitive so pay Type in your record keeping ID and password. This is case sensitive so pay attention to what is capitalized and what is not. If you get a Login Failed attention to what is capitalized and what is not. If you get a Login Failed message 9 times out of 10 the ID or password was simply mistyped. message 9 times out of 10 the ID or password was simply mistyped.


Step 5: Main MenuStep 5: Main Menu – Once you have logged into the system you will see a menu divided into Once you have logged into the system you will see a menu divided into

three sections; Volunteers, Projects and Rosters and Reports.three sections; Volunteers, Projects and Rosters and Reports.

– Now you can begin to enter information. The information must be Now you can begin to enter information. The information must be entered in a specific order: entered in a specific order:

Enter volunteer information Enter volunteer information Enter project information Enter project information Update volunteer and training hours Update volunteer and training hours Generate Reports Generate Reports


Main Menu

Volunteer EntryVolunteer Entry Select VolunteerSelect Volunteer

This will take you to a screen that lists all of the MGs you have entered into This will take you to a screen that lists all of the MGs you have entered into the system in alphabetical order.the system in alphabetical order.

Volunteer EntryVolunteer Entry Select VolunteerSelect Volunteer

You will have five options for each volunteer:You will have five options for each volunteer:– Service HoursService Hours - these can be entered or edited - these can be entered or edited

– Training HoursTraining Hours - these can be entered or edited - these can be entered or edited

– Award InformationAward Information - these can be entered or edited - these can be entered or edited

– ReportReport - You can run a report of individual service and training - You can run a report of individual service and training

– RegistrationRegistration - This can be edited - This can be edited

Make sure that after you make any changes to a volunteers Make sure that after you make any changes to a volunteers information you hit the submit button to save the changes.information you hit the submit button to save the changes.

Volunteer EntryVolunteer EntryRegister a new volunteerRegister a new volunteer

This option will take you to a screen where you may enter a new volunteer’s name, This option will take you to a screen where you may enter a new volunteer’s name, address and other information. Several boxes have arrows on the side, these contains address and other information. Several boxes have arrows on the side, these contains lists of options that will drop down when you click the arrow. Most items are self lists of options that will drop down when you click the arrow. Most items are self explanatory such as name and addressexplanatory such as name and address

– Training Date:Training Date: enter the date that the VCE-MG began training as enter the date that the VCE-MG began training as month/date/year. For example if training started on February 2, 2000 the training month/date/year. For example if training started on February 2, 2000 the training date would be 02/02/2000. The entire date will not appear, as the box is too date would be 02/02/2000. The entire date will not appear, as the box is too small. small.

– Committed Through:Committed Through: Enter the ending date of the VCE-MG’s current contract Enter the ending date of the VCE-MG’s current contract with VCE (Original or renewal). Enter it to match the training date as with VCE (Original or renewal). Enter it to match the training date as month/date/year. (mm/dd/yyyy) month/date/year. (mm/dd/yyyy)

– Newsletter:Newsletter: This box allows the State Master Gardener Coordinator to determine This box allows the State Master Gardener Coordinator to determine if the MG wants to receive the VCE Master Gardener Leadership Development if the MG wants to receive the VCE Master Gardener Leadership Development Newsletter Newsletter

– 4-H Youth Training:4-H Youth Training: Select if the volunteer has participated in this training. Select if the volunteer has participated in this training. – Notes and Optional Text:Notes and Optional Text: This allows for some customization. Any addition This allows for some customization. Any addition

information you wish to store is placed here. information you wish to store is placed here. Once you have entered all the information you must send it to the database. To do this Once you have entered all the information you must send it to the database. To do this

click click SUBMITSUBMIT. If you close the window or hit the back button without clicking . If you close the window or hit the back button without clicking SUBMITSUBMIT the information will need to be re-entered. the information will need to be re-entered.

Volunteer EntryVolunteer EntryDeactivate a VolunteerDeactivate a Volunteer

This is used if an MG has chosen to become inactive or has not fulfilled the This is used if an MG has chosen to become inactive or has not fulfilled the requirements to maintain active status. Click on deactivate volunteers and requirements to maintain active status. Click on deactivate volunteers and you will arrive at a list of all of the active volunteers.you will arrive at a list of all of the active volunteers.

To deactivate a volunteer or multiple volunteers select the check box next to To deactivate a volunteer or multiple volunteers select the check box next to the volunteer’s name. Then at the bottom click deactivate Selected the volunteer’s name. Then at the bottom click deactivate Selected Volunteers. Volunteers.

If you decide after checking several volunteers you wish to start over hit If you decide after checking several volunteers you wish to start over hit Clear List and all the check boxes will be unchecked. Clear List and all the check boxes will be unchecked.

Volunteer EntryVolunteer EntryDelete a VolunteerDelete a Volunteer

At some point you may need to delete a MG from the system, only do this if you are At some point you may need to delete a MG from the system, only do this if you are 100% sure. Once deleted, all the information is gone from the system. The only way 100% sure. Once deleted, all the information is gone from the system. The only way to put a volunteer back in the system is to re-enter all their information. The process to put a volunteer back in the system is to re-enter all their information. The process to delete is the same as the process to reactivate or deactivate a volunteer. Simply to delete is the same as the process to reactivate or deactivate a volunteer. Simply check the box next to the volunteer's you wish to delete and then click Delete Selected check the box next to the volunteer's you wish to delete and then click Delete Selected Volunteers. Volunteers.

Project Entry Project Entry Enter Volunteer Hours by ProjectEnter Volunteer Hours by Project

If instead of timesheets you are entering hours for multiple volunteers that If instead of timesheets you are entering hours for multiple volunteers that were earned during one even, you want to click on Enter Volunteer Hours were earned during one even, you want to click on Enter Volunteer Hours by Project. Your must first enter the project before adding service hours by by Project. Your must first enter the project before adding service hours by volunteers. Choose a project from the drop down list and click the select volunteers. Choose a project from the drop down list and click the select button. The next screen will show the selected project at the top. button. The next screen will show the selected project at the top.

Project Entry Project Entry Enter Volunteer Hours by ProjectEnter Volunteer Hours by Project

Choose the VCE-MG you want to enter hours for from the volunteer Choose the VCE-MG you want to enter hours for from the volunteer list. Then enter the date (mm/dd/yyyy), total hours for the selected list. Then enter the date (mm/dd/yyyy), total hours for the selected VCE-MG, contacts and any additional notes. If there are no VCE-MG, contacts and any additional notes. If there are no contacts, enter 0 for contacts. Then click submit to save. You will contacts, enter 0 for contacts. Then click submit to save. You will receive a confirmation for the submission. receive a confirmation for the submission.

Project EntryProject EntryEnter New Project InformationEnter New Project Information

A project form should be filled out for each project or activity.A project form should be filled out for each project or activity.– DateDate - the date the project was entered into the system will - the date the project was entered into the system will

automatically appear when you begin a new form. automatically appear when you begin a new form. – Are Minors InvolvedAre Minors Involved - This simple yes/no question helps us to identify - This simple yes/no question helps us to identify

when projects involve youth/minors and necessitate additional training when projects involve youth/minors and necessitate additional training for volunteers involved in the project for volunteers involved in the project

– Project NameProject Name - Enter a short descriptive name for the project. - Enter a short descriptive name for the project. – Project ChairProject Chair - Choose a name from the drop-down list of local VCE- - Choose a name from the drop-down list of local VCE-

MG volunteers or choose none if the project is not chaired by one MG volunteers or choose none if the project is not chaired by one particular MG. particular MG.

– Project Co ChairProject Co Chair - Choose the name of the person serving as co-chair - Choose the name of the person serving as co-chair from the drop-down list or select none. from the drop-down list or select none.

– Estimated MGs requiredEstimated MGs required - Estimate the number of volunteers needed - Estimate the number of volunteers needed to complete the project. to complete the project.

– Estimated Volunteer Hours RequiredEstimated Volunteer Hours Required - Estimate the number of - Estimate the number of volunteer hours needed to complete the project. volunteer hours needed to complete the project.


– LocationLocation - Indicate the location where the project will actually take place. - Indicate the location where the project will actually take place. – Event DateEvent Date - Indicate the date for a one-time event. If it is on-going - Indicate the date for a one-time event. If it is on-going

indicate the date it started. indicate the date it started. – Completion DateCompletion Date - Same as Event Date, except for an on-going project - Same as Event Date, except for an on-going project

indicate the end date. indicate the end date. – DurationDuration - Indicate how long the project will be active - Indicate how long the project will be active – Responsible Agent Approving the ProjectResponsible Agent Approving the Project - Enter the name of the agent - Enter the name of the agent

that has signed off or approved the project so that it is an official VCE that has signed off or approved the project so that it is an official VCE project project

– Person or organization requesting MG servicesPerson or organization requesting MG services - This helps us track who - This helps us track who in the community is requesting VCE MG assistance and gives a point of in the community is requesting VCE MG assistance and gives a point of contact for additional information and assistance. Please complete as much contact for additional information and assistance. Please complete as much as possible. as possible.

– Clientele categoryClientele category - This piece of information assists in separating and - This piece of information assists in separating and preparing state reports from the data. Choose an option from the drop down preparing state reports from the data. Choose an option from the drop down list. list.

– VCE Education Program areaVCE Education Program area - This information helps sort the data for - This information helps sort the data for usable reports. Please indicate which program area the project falls under. usable reports. Please indicate which program area the project falls under.


– VCE Sustainable Landscape Management ObjectiveVCE Sustainable Landscape Management Objective - Select an - Select an object from the drop down list. object from the drop down list.

– Plan to implementPlan to implement - This space is for indicating the plan of attack for - This space is for indicating the plan of attack for this project. It does not need to be long, but should inform the reader of this project. It does not need to be long, but should inform the reader of the plan for implementing the project. the plan for implementing the project.

– Plan to bring to a closePlan to bring to a close - This is a short statement of how the project - This is a short statement of how the project will be completed. How will you know it's done? will be completed. How will you know it's done?

– Plan to Evaluate and reportPlan to Evaluate and report - This is a short statement that indicates - This is a short statement that indicates what information will be gathered to determine whether or not the what information will be gathered to determine whether or not the project was successful. It should also indicate how the results will be project was successful. It should also indicate how the results will be reported and shared. reported and shared.

– NotesNotes - use this field to note any additional information - use this field to note any additional information – Impact statementImpact statement - use this field to document impacts that resulted - use this field to document impacts that resulted

from educational programming. from educational programming. Remember to hit the submit button to save the project.Remember to hit the submit button to save the project.

Project EntryProject EntryEdit ProjectsEdit Projects

Once you have entered a project, you will want to make updates as Once you have entered a project, you will want to make updates as information changes and evolves. To update a project, click on Edit information changes and evolves. To update a project, click on Edit Projects. You also have the option to Deactivate or Reactivate a Projects. You also have the option to Deactivate or Reactivate a project.project.

Project EntryProject EntryList ProjectsList Projects

The List project option allows you to list select projects or all of the The List project option allows you to list select projects or all of the projects you have entered for your unit. It is very similar to the projects you have entered for your unit. It is very similar to the advanced roster in the reports section, which will be explained in advanced roster in the reports section, which will be explained in further detail on the following pages.further detail on the following pages.

Rosters and Reports Rosters and Reports Simple RosterSimple Roster

This is used when a simple printed list of volunteers is needed. You will This is used when a simple printed list of volunteers is needed. You will have a list of display options to choose from, select as few or as many as have a list of display options to choose from, select as few or as many as you like.you like.

Rosters and Reports Rosters and Reports Simple RosterSimple Roster

Once you have selected the information you want, your next choice Once you have selected the information you want, your next choice is to decide how to view it.is to decide how to view it.

You have four options: You have four options: – www displaywww display - this displays the information in your browser - this displays the information in your browser – Excel SpreadsheetExcel Spreadsheet - this saves the information to an excel file on your - this saves the information to an excel file on your

computer. You may need to change the file extension from *.cfm to computer. You may need to change the file extension from *.cfm to *.xls. Please refer to the Computer FAQ for instructions. *.xls. Please refer to the Computer FAQ for instructions.

– MS WordMS Word - this saves the information to a word file on your computer. - this saves the information to a word file on your computer. – Tab DelimitedTab Delimited - this saves the information to your computer in a text - this saves the information to your computer in a text

file that preserves the information in rows and columns but is not easily file that preserves the information in rows and columns but is not easily manipulated like an excel file. This is usually used to import data into manipulated like an excel file. This is usually used to import data into an older spreadsheet. an older spreadsheet.

Rosters and ReportsRosters and ReportsAdvanced RosterAdvanced Roster

An advanced roster is used when you do not want to print information from An advanced roster is used when you do not want to print information from all the MGs in the system. This option allows you to create lists of specific all the MGs in the system. This option allows you to create lists of specific VCE-MGs in your unit. Click on advanced roster. Across the top of this VCE-MGs in your unit. Click on advanced roster. Across the top of this page you will see a set of buttons. To complete a query you will need to fill page you will see a set of buttons. To complete a query you will need to fill out information under each of these buttons starting at the far left and out information under each of these buttons starting at the far left and moving to the far right. Not all the buttons appear at once as you work moving to the far right. Not all the buttons appear at once as you work through the roster more will appear. through the roster more will appear.


Click on the select fields button - you will see a list of fields that you can Click on the select fields button - you will see a list of fields that you can choose to display on your select list. Check the boxes next to each field you choose to display on your select list. Check the boxes next to each field you would like to include. Once you have done so click on Set Fields.would like to include. Once you have done so click on Set Fields.


Click on the next button at the top, Set Display List - This screen shows you Click on the next button at the top, Set Display List - This screen shows you which order your selected fields will be displayed. You can change the which order your selected fields will be displayed. You can change the order if you like, by simply rearranging the order of the fields. Once you order if you like, by simply rearranging the order of the fields. Once you have gotten it in the order you want, click on Set Display List. have gotten it in the order you want, click on Set Display List.


Click on the next button at the top, Select Sort Fields - This button allows Click on the next button at the top, Select Sort Fields - This button allows you to determine how the information will be sorted. In order to sort by a you to determine how the information will be sorted. In order to sort by a field it must be one of the fields you selected under the Select Fields button. field it must be one of the fields you selected under the Select Fields button. Once you have chosen your sort fields click Set Sort Fields.Once you have chosen your sort fields click Set Sort Fields.


Click on the next button at the top, Set Sort Order - If you are sorting by Click on the next button at the top, Set Sort Order - If you are sorting by multiple fields you need to select this option. This allows you to decide multiple fields you need to select this option. This allows you to decide which to sort by first and then the next will be a sort within a sort. Once you which to sort by first and then the next will be a sort within a sort. Once you are done click Set Sort Order. are done click Set Sort Order.


Click on the next button at the top, Select Filters - This is the function that Click on the next button at the top, Select Filters - This is the function that narrows your search. You can filter by MG Status Active Status and by narrows your search. You can filter by MG Status Active Status and by newsletter. Once you have selected your filters click Set Filters. newsletter. Once you have selected your filters click Set Filters.


Click on the next button at the top, View Results - After selecting all of the Click on the next button at the top, View Results - After selecting all of the parameters for the query you can click on view results. The viewing options parameters for the query you can click on view results. The viewing options are the same as a Simple roster. Select your choice of output and then click are the same as a Simple roster. Select your choice of output and then click on Display Results. on Display Results.

If you wish to add of the numbers of entries you found there is a button If you wish to add of the numbers of entries you found there is a button called Count the Results over Sort Fields which will give a total of called Count the Results over Sort Fields which will give a total of something, such as the number of volunteers that subscribe to the something, such as the number of volunteers that subscribe to the newsletter. New Query - After you finish your query you can click on New newsletter. New Query - After you finish your query you can click on New Query to clear all screens and start from the beginning. Query to clear all screens and start from the beginning.

Rosters and ReportsRosters and ReportsRoster by ProjectRoster by Project

Clicking this will bring you to a screen with a list of all your projects. Select Clicking this will bring you to a screen with a list of all your projects. Select a project by scrolling through the list, clicking the project you want and a project by scrolling through the list, clicking the project you want and hitting the Select button. hitting the Select button.


You can then select what information you want on your roster, once You can then select what information you want on your roster, once you have chosen that information click on the Generate Roster you have chosen that information click on the Generate Roster button. button.

You will receive a list of all volunteers that have contributed hours You will receive a list of all volunteers that have contributed hours to the selected project. This function allows you to create contact to the selected project. This function allows you to create contact lists, mailing lists and lists for thank you notes. lists, mailing lists and lists for thank you notes.


Rosters and ReportsRosters and ReportsTotal Volunteer Hours and ContactsTotal Volunteer Hours and Contacts

Clicking on total volunteer hours and contacts will take you to a screen with Clicking on total volunteer hours and contacts will take you to a screen with totals of service hours and contacts for the entire unit. You can view the totals of service hours and contacts for the entire unit. You can view the totals by calendar year or specify a range of dates. You can also choose to totals by calendar year or specify a range of dates. You can also choose to view the totals for all projects or select projects. view the totals for all projects or select projects.

Rosters and ReportsRosters and ReportsEligibility for State-Level Service AwardsEligibility for State-Level Service Awards

This report will give you a list of volunteers eligibly for state-level service This report will give you a list of volunteers eligibly for state-level service awards. Simply click on each link to view the list of eligible volunteers. awards. Simply click on each link to view the list of eligible volunteers.

– NOTE: This information is ONLY correct if the records are completely NOTE: This information is ONLY correct if the records are completely updated. updated.

Rosters and ReportsRosters and ReportsIndividual Volunteer HoursIndividual Volunteer Hours

This report generates a list of individual volunteer hours over a This report generates a list of individual volunteer hours over a specified time period. specified time period.

Documents

Welcome to the VCE-MG Database Training This presentation has been created to train VCE record keepers on how to use the VCE State Record keeping system